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PMIS Phase 1 Haiti Site Visit – Technical Discussion

PMIS Phase 1 Haiti Site Visit – Technical Discussion. PMIS Change Management Team 28 Aug 2014. PMIS Phase 1 Haiti Site Visit – Administration Discussion. PMIS Change Management Team 28 Aug 2014. Topics. PMIS Scope and guiding principles Workday functionality Change impacts

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PMIS Phase 1 Haiti Site Visit – Technical Discussion

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  1. PMIS Phase 1Haiti Site Visit – Technical Discussion PMIS Change Management Team 28 Aug 2014

  2. PMIS Phase 1Haiti Site Visit – Administration Discussion PMIS Change Management Team 28 Aug 2014

  3. Topics • PMIS Scope and guiding principles • Workday functionality • Change impacts • Workday roles and high impact process examples • Training requirements by role • Discussion – benefits, issues, concerns for PMIS in Haiti

  4. Why PMIS? • Simplify and streamline business processes • Reduce manual data entry and manipulation • Improve quality and timeliness of information • Interconnect administrative systems • Human Resources, Payroll, Finance, Procurement, Budget • Strengthen disaster recovery/business continuity

  5. Guiding Principles • Configurable, not customizable • Updates twice a year means continuous change management • Same rules, new tools • Procedures and forms will change • Policies are not changing • Same system for regional office and country offices/centers • Business processes do not vary between Departments or Country Offices

  6. Scope – systems that will be replaced

  7. Functionality – Employee Self Service • Absences – Manage absence / leave of absence requests • Time Off – Request, manage, and correct time off • Benefits – Enter dependent events, benefits changes • Worker Profile – Manage and maintain contact info, licenses, passports & visas, government IDs, preferred name, photo, professional profile • Payroll – View compensation and withholding deductions, print pay slips, select pay slip delivery options, add accounts to direct deposit, managing direct deposit • Performance – Complete self-evaluation for performance review, get additional reviewer input, manage goals • Talent – Manage career/job interests, relocation preferences, travel preferences, accomplishments, certifications, education, external job history, work experience

  8. Functionality – Manager Self Service • Manage personnel absences and leave of absences • Create / edit positions • Hire / terminate personnel • Change jobs • Manage contingent workers • Requisition jobs • Manage travel preferences • Complete manager evaluation for performance review, cascade goals, get feedback on personnel, give feedback • Assess personnel potential, give / manage awards

  9. Functionality – Human Capital Management • Create, edit, and close positions • Hire, terminate • Change jobs • Manage contingent workers • Requisition jobs • Manage compensation • Manage Worker Profile – IDs, service dates • Move workers

  10. Functionality – General • Task delegation • Inbox • Team pages, dashboards, account preferences • Directory / search • Reports

  11. Change impact for Workday

  12. Software + Effective Management => Value

  13. “Personnel” and “Contingent Workers” People are categorized in Workday as either “Personnel” or “Contingent Workers”

  14. Roles in Workday: Job Titles versus Roles • Every individual plays one or more roles in Workday • All PAHO personnel and contingent workers will be assigned at least one role – either “Personnel” or “Contingent Worker”. • Additional roles will be assigned depending on the individual’s job function • Workday interacts with personnel and contingent workers based on roles, not titles • Roles do not determine pay grade, as titles do • Workday roles allow personnel and contingent workers to, depending on the role: • Access to specific areas of functionality within the system • Participate in business process execution • Access processes or reports • Edit / update specific types of data

  15. Key Roles in Workday GeneralPopulation Personnel Contingent Workers Manager HR Partner Compensation Finance Partner By Country Office/Center Cost Center Manager(“allottee”) Absence Partner Compensation Administrator HR Administrator HRM Partner-HR HRM Talent Manager Recruiter HRM Comp. Partner Benefits Partner Succession Partner PBU PBU Comp. Finance Partner

  16. Workday Role: Personnel as selves

  17. Workday Role: Contingent Workers as selves

  18. Workday Role: Manager, aka Supervisor

  19. Role: Cost Center Manager

  20. Terminology – Business Processes & Roles

  21. Workday Role: HR Partner

  22. Workday Role: Comp. Finance Partner

  23. PMIS Role: PMIS Trainer

  24. Specific Business Processes to illustrate* • Roles and Workday terminology • Process simplification and transparency • Reduced number of approvals BP for hiring staff posts in the approved HR Plan BP for hiring non-staff posts in the approved HR Plan *Other BPs key to Country Offices/Centers, e.g. Transfers and new position not illustrated today

  25. Hiring BP – Staff Posts (in the approved HR Plan) Recruitment (outside Workday) JobRequisition BP Workday Role Create Hire BP Supervisor (aka Manager) or HR Partner CreateJob Requisition Select Candidate via E-Recruit & Selection Process(Centrally administered) CreateHire HRM Partner ApproveRequisition Notified PBU Comp. Finance Partner Notified Notified EXM Member and /or CSC Notified Notified PAHO Director Initiate Approve Requisition - Final Notified Cost Center Manager Approve Notified

  26. Hiring BP – Non-Staff Posts (in the approved HR Plan) Recruitment (outside Workday) Create Hire BP orContract Contingent Worker BP JobRequisition BP Workday Role CreateJob Requisition Select Candidate via Selection Process (Locally administered) Create Hire / ContractContingentWorker Supervisor (aka Manager) or HR Partner Notified To create obligation – Phase 1 only ApproveRequisition Comp. FinancePartner Notified PAHO Director, EXM Member and /or CSC Approve Requisition - Final Notified Cost Center Manager Initiate Approve Notified

  27. PAHO Contract Types

  28. PMIS Role Assignments – Haiti Phase 1Country Offices and Centers role assignment model

  29. Training Overview • A comprehensive training strategy and plan has been elaborated that includes training for the various target audiences and end users • A variety of methodologies will be used to deliver the training, including online reference materials, classroom and virtual training • Training materials such as videos, job aids, and Power Point presentations will be available via the PMIS Learning Portal • On-going support and briefings will be offered

  30. Training Overview • Training will vary according to the roles and may be spread over different days, taking on average: • The total amount of training that you will need is based on the role(s) that you hold PMIS Trainer HR Partner Personnel / Contingent Workers Manager 32 hours 12-20 hours 8-10 hours 4-6 hours

  31. Questions so far

  32. Discussion What benefits do you expect / hope to see out of PMIS? What are the issues and concerns that you see here in Haiti related to PMIS? Do the people assigned as PMIS Trainers, HR Partners, Compensation Finance Partners have a reasonable understanding of the roles / commitment? Are you getting what you need to help you understand and prepare for the changes to come? How can we help you further?

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